Severt Brothers Tree
Farm is requesting a special event permit for the sale of Christmas trees. The
requested dates for the sale are November 26, 2013 through December 25, 2013
for a total of thirty (30) days. The event time will be from 9:00 a.m. until
11:00 p.m. daily. The sale is proposed for the parking lot area between Burger
King and Dunkin Donuts. This is the first event requested for the Holub portion
of the Dunlawton Square property for 2013.

The developer and
engineering team for Publix Supermarket have been working diligently with
Public Utilities staff to improve the water distribution system within the
vicinity of South Atlantic Ave, Bellemead Drive and Ocean West Blvd. Publix
Supermarket is proposing to upsize the existing 6” water main to an 8” water
main on Ocean West Blvd. and construct a new 8” water main from Bellemead Drive
to the Publix Supermarket as this is required to meet minimum fire protection
code.

In the past year, Daytona
Beach Shores Fire Commander has informed the City he has some concerns
regarding water flow for fire protection to the high rise condominiums along
South Atlantic Ave. Therefore, City staff is requesting Publix developer to
upsize the proposed 8” water main to a 10” water main and to extend and connect
the 10” water main to the existing 6” water main on South Atlantic Ave to
reinforce and improve the water distribution and fire protection system along
South Atlantic Ave. This water system upsizing and extension is specifically
outlined as being eligible for City Cost Participation under the Chapter 11
Section 6 of the Land Development Code.

Public Utilities staff has
evaluated the Publix engineer cost estimate and found the estimate is fair and
in line with current industry pricing within our area. Staff is recommending
approval of this City Cost Participation request in the amount $38,875.00.
Funds are currently budgeted and available in the CIP City Cost Participation
project account.

With the current system, 300+ meters are not
able to be read by Flexnet, which results in a time consuming manual read.
These meters are in the future growth area west of I-95. This number will only
continue to grow as new homes are added to the network. With the addition of
the third tower, the City will have overlapping coverage that will provide
redundancy for the whole network.

Sensus shall deliver (1) Sensus Flexnet M400
Base Station to HD Supply Waterworks, Ltd at no cost. Upon delivery of said
unit the City agrees to fully discharge the amount owed by Sensus in the amount
of $30,000.

SunGard Public Sector is the City’s sole
source provider of the City’s HTE software system. In order to fully integrate
the new Sensus LOGIC software system for utility meter reading with the City’s
HTE customer service/billing system, the City’s existing HTE software needs to
be modified. The attached quote is for the professional services required from
SunGard Public Sector to write the programming necessary for this purpose.
Public Utilities/Meter Reading Staff has been coordinating closely with the
City’s IT Staff and Finance/Customer Service Staff on the Sensus LOGIC Software
acquisition. This is one of the items identified by the City’s internal team
as necessary for successful implementation.

This request is proposed for funding from
FY2013 carryover to FY2014 and is contingent upon the carryover budget
approval.

On October 8, 2013, the City Council
conducted a review and evaluation of Firms to provide a rate study for the
City’s water, wastewater and reclaimed water.

The City Council selected Public Resources
Management Group, Inc. to provide these services. Staff recommends approval of
the attached contract with Public Resources Management Group, Inc. for the
services outlined in RFP# 13-26 for Water, Wastewater, and Reclaimed Water Rate
Study at a not to exceed cost of $22,950.

The City is currently handling routine risk
management functions through current staff in the Administrative Services
Department; however, there are certain areas where outside assistance and
expertise would be beneficial. The City would like to competitively bid
medical and dental insurance during the upcoming year and has established an
employee wellness and insurance committee to assist in soliciting additional
employee input. The attached piggyback agreement with Brown & Brown
provides professional agent of record services for employee benefit programs in
the annual amount of $60,000. They will assist in developing the plan
design(s); marketing; analyzing rate structures, claims experience and
programs; and negotiating the lines of coverage. They will assist with open
enrollment, employee meetings and materials as well as billing, eligibility,
compliance and claims issues. Brown & Brown will conduct a compliance
audit including but not limited to HIPAA, COBRA and Healthcare Reform and will
assist with the City’s wellness program. All services will be covered by a
flat fee paid in quarterly installments. Brown & Brown is not permitted to
receive any additional compensation, including commissions, from work performed
as part of this agreement. The term of the contract is for three years with
two optional two-year extensions.

The bids have been opened and the project is
over budget. Staff is asking council for direction on the project.

Option one would be to find funding in the
current budget and proceed as planned.

Option two would be to delay the project and
seek match funding from Volusia ECHO which would award in the spring of 2014,
bids would go out in May 2014, award in June, start construction in July and be
ready for Spring 2015.

Current budget for the project is $260,000.
The bid tab is attached for your review.

City Council has requested a policy
discussion regarding the use of Fluoride in Port Orange Drinking water. The
City has fluoridated the public drinking water since 1982. The City Council
approved a construction project to rehabilitate the current fluoride treatment
system at the City’s water treatment plant for $51,382 on June 25, 2013 of
which $30,000 is grant funded.

The
City of Port Orange currently does not pursue jail time for city ordinance violations.
However, if a defendant fails to appear at arraignment, a capias is issued and a
subsequent arrest based on the failure to appear may occur. Thus, first
appearance is held at the jailhaouse for some defendants without the City having
notice or an opportunity to attend.

The
authorization will allow the State Attorney’s Office to attend first
appearances on behalf of the City of Port Orange at no cost to the City until
an interlocal agreement can be entered into between the State Attorney’s Office
and the City of Port Orange. Only a small percentage of defendants in ordinance
violation cases are arrested on capias for failure to appear.

On September 23, 2013, the City Council and
Community Redevelopment Agency for Port Orange Town Center directed staff to
proceed with the Riverwalk Timeline/Action Steps proposal presented by the City
Manager. One of the first steps calls for the City & CRA to secure
design/engineering services for the Riverwalk Park and Boardwalk. This must be
done through a Request for Statement of Qualifications (RFSQ) process, whereby
firms submit their qualifications and are ranked based upon those
qualifications. After firms are ranked, a contract is negotiated with the top
ranked firm. The Riverwalk Park is envisioned to be designed and constructed
in three phases, with the first phase being ready for construction by September
2014. To hold to the timeline, the City Council and Town Center CRA must
enter into a contract with a Design/Engineering Consultant no later than
January 2014.

At the request of the City Council and CRA,
the proposed Scope is being presented prior to finalization and release of the
RFSQ. All modifications desired by the City Council and Town Center CRA will
be incorporated into the final RFSQ prior to issuance on October 25, 2013.
Respondents will be shortlisted by staff, and the City Council and Town Center
CRA will hear consultant presentations at a Special Meeting of the City Council
and Town Center CRA on December 10, 2013. Upon conclusion of the presentations,
the City Council and CRA will rank firms and contract negotiations may proceed.

Project
No.: AIO004

Staff recommends approving the proposed Scope
for the Riverwalk Park and Boardwalk Design/Engineering RFSQ, inclusive of the
modifications desired by the City Council and Town Center CRA, and authorizing
staff to finalize and issue the RFSQ for these services.